rotary international district 9700 inc handbook for rotary ......administration to display the youth...

VOL 2 V2

Rotary International

District 9700 Inc

Handbook for Rotary Clubs

Undertaking Rotary Youth Exchange

VOL 2 D9700 CLUB YOUTH EXCHANGE HANDBOOK V2 of 31

Introduction

The Rotary Youth Exchange Programme is conducted on behalf of theNSW Department of Education and Training. The student’s visa(Subclass 571) is conditional on 80% school attendance with progressrating of at least satisfactory (Condition 8202). The programme iscoordinated at the district-level under the supervision of the DistrictGovernor through the District Youth Exchange Committee. The YouthExchange program depends on the participation of Rotary clubs,Rotarians and their families, and others in the community to build aneffective support system for sending and hosting students. All membersshould make an effort to participate in Youth Exchange activities, eitheras a member of the club Youth Exchange committee, a host parent, or aRotarian counsellor.

Rotary Club ParticipationAs with any Rotary program, volunteer support ensures success. Rotaryclubs interested in sending or hosting students must coordinate theirparticipation through the district-level program.

An effective Youth Exchange program relies on the dedication of Rotariansserving in leadership positions. These positions will vary from district todistrict and club to club, depending, in part, on the size of the program.Whatever their specific position, all involved should have a clearunderstanding of the division of responsibilities in the inbound and/oroutbound program. The following provides a general description of rolesand responsibilities for each club position or activity.

Each participating club assumes the following responsibilities:

Coordinating club Youth Exchange activities with the district

program and assisting compliance with RI and districtpolicies;

Attending district Youth Exchange meetings;

Establishing club expectations for students;

Ensuring that students attend mandatory functions, such as

orientations or District conferences;

Receiving feedback from students for program modification; Involving district Youth Exchange with any student issues or

concerns;


For outbound students

Promoting the program to students in the community,distributingapplications, and coordinating selection of students at club level;

Interviewing and recommending candidates for the exchange;

Assigning a Rotarian counsellor for each outgoing student; Supporting the outgoing student prior to, during and post

exchange;

Maintaining contact with district committee country coordinator

For inbound students

Assigning a Rotarian counsellor for each student;

Establishing and maintaining contact with inbound students before

they arrive;

Meeting students at airport or train station;

Serving as liaison between Rotary club and schools thatstudents attend during long-term exchanges;

Interviewing and screening potential host families;

Maintaining contact with district inbound coordinator;

Arranging disbursement of monthly allowance for long-term

exchange students;

Coordinating selection and orientation of host families and

maintaining contact with host families throughout the student's

exchange

These responsibilities are shared among the Club President, ClubProtection Officer and the Club Youth Exchange committee andYouth Exchange Programme Officer (YEO) as follows:

The Club President appoints the club Youth Exchange Officer,who should be someone with previous Youth Exchangeexperience. The president also oversees the selection of the clubcommittee and supports the club's Youth Exchange activities;

The Club President appoints the Club Protection Officer withinthe Club Risk Management area to monitor compliance with theDistrict Youth Policy and Procedure;

The club Youth Exchange Officer:


plans, implements, and supports all activities involving sendingand hosting long-term and short-term exchange students;

maintains a knowledge of, and encourages the support systemfor students that meets all requirements for district certification.

Maintains a knowledge of and complies with the procedures forsupporting students after an allegation of abuse or harassment,including supporting District Youth Protection Officer in removingalleged offenders from contact with youth in Rotary programs and inconjunction with counsellor criteria for moving a student, findingtemporary housing, and providing support services.

The club Youth Exchange committee provides support asdirected by the YEO. The size and scope of this committee will varyaccording to the size of the club and the extent of its involvement in theprogram.

Rotarian Club Protection Officer

The responsibilities of the Host Club Protection Officer are detailed inthe District Policies & Procedures (Volume 1). In general the ClubProtection Officer:

maintains the records including annual completion of ProhibitedEmployment Declarations for all members, and

Screens all Registered Volunteers, including, but not limited to,committee members, host families, Rotarian counsellors, andothers. This includes interviewing volunteers to determine theirsuitability for working with youth, ensuring that volunteerscomplete the Youth Volunteer Agreement (CL 4), andconducting background checks, including references and legaldocumentation.

ensures that any volunteer who has admitted to, been convictedof, or otherwise found to have engaged in sexual abuse orharassment is prohibited from working with youth in a Rotarycontext.

attends to the preparation of forms required by DistrictCommittees

Club Counsellor

Selecting the Rotarian Counsellor

As the Rotarian who is in closest contact with the student, thecounsellor is critical to the success of an exchange. Because long-term


students will live with more than one host family, the Rotarian counselloris the one consistent resource for students throughout their exchange.

The responsibilities of the Host Club Counsellor and Sponsor ClubCounsellor are detailed in the Counsellor Handbook (Volume 4).

Selection of Counsellors is undertaken by Club Youth Committee underguidance of the Club Protection Officer (refer Volume 1 - Youth Policy &Procedures) who interview suitable candidates for this role using FormCL 3 “A Guide for the Rotarians assessing a potential counsellor orvolunteer”. The applicant must meet the standard of not less than“suitable” in the Form CL 3 process and have the qualities andcharacteristics identified as required in the CL 6 Form for ClubCounsellor

In general, the role involves serving as liaison between the student,Rotary club, host family, and community at large. The counsellor servesas the student's primary Rotary contact, easing his or her transition intothe country and the community through regular personal contactthroughout the year. The counsellor should enjoy working with youngpeople and be prepared to advocate on behalf of the student shouldany issues arise during the exchange. A Rotarian counsellor must notbe a member of the host family and should not serve as a club YouthExchange Officer or District Youth Exchange Committee Chair and also, ifpossible, the Rotarian counsellor should not be a close friend or relativeof other volunteers involved with a particular student (e.g., schoolprincipal or host family).

The counsellor must be able to encourage the student duringchallenging times and facilitate his or her involvement in school, club,and community life.

The Rotarian counsellor must be trained to respond to problems orconcerns that may arise during the exchange, including allegations ofabuse or harassment. Counsellors should be assigned to everyoutbound and inbound student in all exchange programs. Outboundcounsellors assist in the preparation of students for the exchange andmaintain regular contact while the student is abroad.

Parental visits during the exchange are strongly discouraged. Theymay not occur without the prior approval of both the Sponsor and theHost District Chair.


Outbound: Sending aYouth Exchange Student

The process of sending a young person abroad as an exchangestudent begins long before the student departs and continues throughthe student's return home. Club Rotarians involved with an outboundprogram promote the program to recruit prospective students, screensuitable candidates and submit their applications to the DistrictCommittee for selection interview.When a student is successful the Club assist with orientation for thestudents and their parents, correspond with students during theirexchange, and help the students and their families adjust to life afterthe exchange.

Promoting the Program to Recruit StudentsDetails on dates and current information for District 9700 is available onthe District web site http://www.rotarnet.com.au/users/9/9700dist/yep.asp .

Clubs should publicise YouthExchange to a wide range of eligibleyoung people to secure the bestpossible candidates for the program.Promotion should commence inSeptember each year targetingstudents in Year 9 and Year 10.Applications should be sought inFebruary, when the prospects arecommencing Year 10 or Year 12.Clubs should conduct interviews inMarch/April and forward applicationsto District Committee towards the endof April for District Interviews earlyMay. Consult the web site for precisecurrent dates.

Secondary schools are excellentplaces to recruit participants and


Careers Advisers and School Counsellors are a good contact point.

Promotional material is available on request from District Committee.Your District Directory will indicate how to contact the District YouthExchange Committee member who represents your Assistant GovernorGroup.

All prospective students should be directed to the site for informationand the application form. The PDF Application Form allows them toenter their details into the PDF Document and then print the application.While they will not be able to save the completed PDF it is designed sothat they type their name in once and this then appears throughout thedocument saving time and improving accuracy and legibility.

When approaching schools secure prior approval from the schooladministration to display the Youth Exchange Poster (751-EN) andrequest permission for a Rotarian to speak to interested students. Bringcopies of the brochures Youth Exchange: Making a World of Difference(755-EN) and Short-Term Youth Exchange (756-EN) when speaking togroups of students, parents, or teachers. Include contact information onthe brochures so prospective students will know how to reach you.

In the community, promote the program to religious institutions, youthgroups, athletic clubs, and cultural groups. Provide program informationto community volunteers who work with students with disabilities.

To reach a wider audience, send out news releases to local media,including school newspapers, or broadcast a public serviceannouncement about your Youth Exchange program on a local radio orTV station. If your club or district is currently hosting exchange students,submit an article to the local newspaper that highlights interestingexperiences. Set up a booth at a library, community centre, shoppingcentre, or other public place to answer questions about Youth Exchangeand distribute literature and applications.

The District web site is an active marketing source and the DistrictCommittee will refer enquiries received here to the appropriate club.

When promoting the program, stress the cultural and educationalbenefits of the exchange, as well as the unique qualities of the Rotaryprogram. Arrange for a former or current Youth Exchange student toaddress the local parent-teacher association or a school assembly andpersonally recommend the program. When recruiting, don't forget aboutyoung people involved in RYPEN, MUNA and RYLA in the district and


follow up on inquiries from interested students referred by the DistrictCommittee.

Selecting StudentsAsk an experienced Rotarian to respond to all inquiries from students andtheir parents. All interested students who meet the following basicrequirements should be given the opportunity to apply to the program.

Eligibility Requirements

Appropriate age at the time of the exchange, as follows:

Age 15-19 for the long-term exchange program, depending onthe laws of the countries involved. Within this age range,exchange candidates' ages must be agreed upon by bothsending and hosting districts before finalizing the exchange andin accordance with the laws and regulations of both countries. Insome instances, students must be older than 15 or younger than19 in order to participate in a specific program.

Age 18-25 for the New Generations exchange program

Ages set by district for short-term exchange program

Other age limits set by the district

Above-average academic performance

Ability to express oneself clearly and effectively Demonstrated community leadership skills students with disabilities are potential participants. Many exchanges

involving students with disabilities have proven successful andbeneficial to all involved.

Additional Considerations

Residency within District 9700 or at boarding school with parentswithinD9700.

Adaptability (outgoing, confident, and willing to adjust to changing

surroundings)

Potential for being an excellent Rotary ambassador

Complete and unqualified support of parents Proficiency in or capacity to learn the language of the host country

When selecting Youth Exchange students:


Require students to complete the D9700 web application form thatincludes program rules and a signed compliance statement. TheLong Term Application Form must be the D9700 version not aversion sourced elsewhere as the form on the District web site hasDistrict specific elements. Hold personal interviews with applicants and their parents or legalguardians at both the club and district levels. Discussion topicsshould include:

Feelings about the student spending time away from home and family;

Awareness of world news and issues;

Attitudes toward program rules;

Feelings about the student being an ambassador for his or her city,

country, and sending Rotary club;

Perception of the purpose of an exchange.

Sample questions are available at www.rotary.org and forms YE-SHIand YE-SEF are included in the Handbook and are to be used byclubs and forwarded with recommended application forms.Other interview activities might include asking the student to give aself-introductory speech and arranging an informal question-and-answer period with Youth Exchange alumni.

After reviewing applications and conducting interviews, select studentsbased on these criteria:

Maturity level;

Attitude towards Exchange;

Homelife stability;

Self Confidence

Personality;

Social Attitudes;

Compatibility with goals of Rotary's program;

Health, both physical and mental;

Attitude towards discipline

Clubs should focus on quality not quantity when conducting theirinterviews. Refrain from selecting doubtful students just to reach atarget. These students may be suitable for consideration for otherRotary Youth Programmes.

Where the number of suitable candidates exceeds the clubsquota their nominations should be forwarded to the District


Committee clearly noted that they are suitable but not sponsoredby interviewing club. The District Committee will usually interviewthem and if suitable will seek to place them with District Clubs whoare willing to sponsor a student but do not have an applicant.

After students have been selected their participation will be advised bythe District Committee. They will notify students and their parentsemphasising the acceptance is contingent on effective participation inorientation meetings, payment of fees and acceptance by hostingcountry.

Pre-departure support for the Students

The District Committee will attend to placement of the student. Thesearrangements are made in accordance with the written exchangeagreement between the sponsor and host Districts.

The District Committee allocates a committee member to manage variousexchange countries. Each student will be in contact with the committeemember for their allocated host country as well as the sponsor counsellorin their sponsor club.

The sponsor counsellor must maintain communication with their student atthis stage and ensure the student is relaying information regardingorientation, travel arrangements and general preparations.

Providing Outbound Orientation

Outbound orientation is conducted by the District Committee over twoweekends. The first is usually in September and a second in November.Consult the web site for dates http://www.rotarnet.com.au/users/9/9700dist/yep.asp

Parents must participate in orientation sessions and speak with YouthExchange officers, travel agents, alumni, and other parents. It's alsostrongly recommended that students spend time talking with alumni whostudied in their future host country.

The unconditional support of the student's parents is crucial before,during, and after the exchange. The parents of outbound students mustbe included in the selection and orientation process and well-informedabout the rules, financial, insurance and welfare support policies andprocesses


Parental VisitsDiscourage parents from visiting their child during the exchange.Remind them that this is their child's exchange experience and aparental visit may trigger homesickness in their child or in otherexchange students, or have other negative effects. If they do plan tovisit, strongly recommend that they do so only during the last twomonths of the exchange and never during holidays, as the host familymay have other plans. No visits may proceed without agreement fromthe District Chair of both the Sponsor and Host District.

CorrespondenceSponsor clubs should maintain contact with the student and thestudent’s parents during the exchange. Including the family on the ClubBulletin distribution list is a good way of maintaining a connection.

Preparing for the Student's ReturnReverse culture shock is an often-overlooked aspect of the exchangeprocess, and it's important that clubs are ready to assist parents and/orstudents to cope with the great changes that will have transpired.

One of the most common problems is the student's newfoundindependence; often, students find that the rules they lived under beforethe exchange now seem too restrictive. It's important for parents to try tounderstand the changes in their child and to work with them to incorporatethese changes into their relationship.

It is desirable that the counsellor join the family and student when theyattend the District Rebound debriefing in early February after they return.


Inbound: Hostinga Youth Exchange Student

Hosting a Youth Exchange student provides Rotarians and non-Rotarians in your community with the opportunity to travel without leavinghome. Local students and community members contribute to and benefitfrom the exchange experience. The rewards for all involved are great,but hosting a student requires a significant time commitment forRotarians in the host club and district.

To arrange for the best exchange experience possible, the host club anddistrict assume responsibility for the student and select host families,assign a Rotarian counsellor, coordinate inbound orientation, anddevelop an effective support system for the students. Throughout theexchange, the host club and district communicate regularly with thestudents, invite them to social and cultural events, and immediatelyaddress any serious problems that arise.

In addition, the host club help inbound students meeting them at the airport,and coordinate enrolment and tuition payment, if necessary, at localschools.

Host clubs must be willing to recruit, screen, and train host families andRotarian counsellors.

Recruiting Host Families

Long-term exchange students must have more than one host familyduring their exchange, preferably three or four different families.

The best host families are responsible, willing and interested inwelcoming a young person from another country into their home. Hostfamilies do not need to be Rotarian families; in fact, people often becomeinterested in joining Rotary because of their involvement in YouthExchange. Host families can be recruited using many of the same toolsused to advertise the program to potential outbound students.

Suggestions for finding prospective host families:

Ask Rotarians to recommend non-Rotarian families they feel are

qualified and may be interested in hosting a Youth Exchangestudent.

Encourage Rotarians to host students. You may wish to make


this appeal during a meeting at which spouses are present or afteranother student has attended a meeting and has met many of theclub's members.

Ask the families of Youth Exchange alumni to act as hosts. Many ofthese families would like to participate in the program because ofthe opportunity provided to their own children.

Ask Youth Exchange alumni for the names of families in theircommunities they feel would make good host parents.

Make a presentation about the Youth Exchange program to yourlocal parent- teacher association. Ask if anyone in attendance isinterested in becoming a host family.

Ask families who have successfully hosted students to recommendother families in the community who would be interested inhosting.

Keep in contact with Youth Exchange alumni; they may now makeexcellent host families and future Rotarians.

Screening and Selecting Host Families

Thorough screening of host families and explanation of responsibilities isessential. Families that inquire about hosting a student should be senta letter of acknowledgment and the Volunteer Declaration (CL 4) andProhibited Employment Declaration. Program rules and requirementsshould be clearly outlined and host families must complete and sign theVolunteer Declaration and Prohibited Employment Declaration.Background checks and the legal documentation is required for all adultmembers of the host family.

When reviewing applications and interviewing prospective hosts, lookfor responsible, willing families who will exercise appropriate parentalresponsibility. Identify a variety of families, including some with youngerchildren, some with children around the age of the student, and somewith no children in the home. All of these types of families can makeexcellent hosts. Don't settle for families who are only willing to provideroom and board — seek out those who will actively enhance theexchange experience by involving the students in many differentcommunity activities.

Before selecting host families, visit applicants in their home at a timewhen all family members who live in the home are present. During thevisit, review the responsibilities of host parents and give them a copy of


Volume 4 – D9700 Host Family Handbook and any additional informationthat your club may have on the program and hosting students fromabroad. Both announced and unannounced home visits should be madebefore and during the exchange. When screening host families andvisiting homes, consider the following questions:

Why is the family interested in hosting an exchange student?

What experience (e.g., travel abroad, professional experience,knowledge of foreign languages) do family members have withdifferent cultures?

How would the family incorporate an exchange student into theirdaily life? What chores would be assigned to the student? Whatadditional activities would the family plan to help a young personfrom abroad get to know their host country and community better?

How would the host parents handle difficult situations with astudent? Would they provide appropriate supervision and take onparental responsibility to ensure the student's well-being? Howwould they handle language and communication challenges,discipline and emotional issues, and culture shock?

Is the family committed to attending orientation and training forhost families and facilitating student involvement in requiredRotary activities?

What is the general condition of the home (clean, adequate heatand light, etc.)? Would you want your child or grandchild living inthis home? Does the family have the necessary resources to hosta student (space, time, good health)?

What are the planned sleeping arrangements for the student? (Thestudent must have his or her own bed. If the student must share aroom, it must be with a child of the same gender, preferably ofsimilar age.)

How will the student get to school and activities?

Screening Documentation

Following a review of Volunteer Documentation and ProhibitedEmployment Declaration and completion of interviews results should bedocumented on Form CL 2 and records retained by Club Protection Officerwith successful outcomes recorded in Club Registered Volunteer Registerand the Host Family advised of acceptance. District 9700 Youth Policy andProcedure (Volume 1) documents these requirements in detail.


Reciprocal HostingParents of outbound long-term exchange students cannot berequired to host as a condition of their child's participation in theprogram, but they may host students if interested or may be asked toassist in finding suitable host families. Screen these families ascarefully as you do other host families. The short-term exchangeprogram often includes a "family to family" component; in thesesituations, districts can require reciprocal hosting in order for astudent to participate.

Dealing with Early Returns

Approximately 3 percent of all exchange students return home early.Some leave because of homesickness, illness, or problems backhome. Others are sent home because of problems that occur incountry during the exchange. Although orientation on program rulesshould always focus on the consequences of rule violations, breakinga rule is not always a reason to send a student home. A student maybe sent home for violating a district Youth Exchange program rule orfor geopolitical crises or other health and safety issues that may ariseduring the exchange. However, a student must not be sent home solelyfor reporting problems, especially incidents of abuse or harassment. Inthe worst case scenario, a student can be involved in a crime duringan exchange. If a student is a witness to or victim of a crime, thedecision to return early or stay should be left to the student and his orher parents. This choice is especially important for sexual assaultvictims, who may feel that being sent home early from theexchange is a punishment for reporting the crime. If a student electsto return home, confirm with local law enforcement that he or sheisn't needed in country as a witness before making travelarrangements. If a student is accused of a crime, local lawenforcement will determine if and when the student can leave thecountry.

Problems or issues in student behaviour should be dealt with openlyand early and the issue, response sought, support offered andtimeframe for outcomes are to be documented. Unless the student hascommitted a grievous breach of rules an early return would not beconsidered unless fairness and due process can be demonstrated. Inseeking to provide fairness, counselling interviews should be formaland the student supported in such counselling sessions by theircounsellor. The District Committee Chair should be informed of any


developing issues but must be informed of any such counselling.Where the student does not respond effectively following thecounselling, the District Chair is to be kept informed; the SponsorCountry District Committee Chair will be briefed by the Host DistrictChair. Any decision regarding early return is a matter for agreementbetween the two District Chair.

Early returns should be managed delicately and always with the fullknowledge of the sending club executive and District Committee Chairand the student's parents. Whatever the cause of the early return, thestudent will not be sent home until both the hosting and sending districtcommittees agree to specific travel arrangements and the student'sparents have been notified.

Providing Assistance during the Exchange

Throughout the exchange, the Rotarian counsellor is the mostimportant member of the wide range of Rotarians who will providesupport to the student.

The Counsellor Handbook (Volume 3) provides detailed guidance forCounsellors.

The counsellor and members of the host club should communicateregularly with the student, make any necessary financialarrangements, and help facilitate the transition from one hostfamily to the next.

The Rotarian counsellor should be available to the student at all timesto discuss questions or concerns about the host family or the school.Find a place to talk about such issues away from the host family. Inaddition to responding to calls from the student, the Rotarian counsellorshould initiate communication with the student at least once a monthby phone or in person.

The counsellor or another qualified Rotarian should visit the student inthe host family's home to make sure that living arrangements areconsistent with what was agreed upon during the screening.

Invite students to cultural and social gatherings. Continue the orientationas needed to help the student cope with specific cultural issues. Work withthe community and the student's school to get the student involved inpositive activities and community life. While the student’s visa allows paidemployment up to 20 hours per week, school and Rotary are core


priorities and students would not usually undertake employment duringtheir exchange.

In addition to paying school and textbook fees, the club should give thestudent a monthly allowance, the agreed amount within Australia iscurrently $A120.

Host clubs and Rotarian counsellors also should help students makethe transition from one host family to the next. To make this processas smooth as possible:

Give the student advance notice, including an exact date for themove. If possible, arrange for the student to meet the family andvisit their home before the move.

Provide the new host family's contact information to thestudent and the student's parents or legal guardians at leastone month before the move.

Use the same getting-acquainted activities with each new hostfamily, including a discussion of the Interactive First NightQuestions.

Help the student move all belongings to the new home.

Providing Inbound Orientation

Clubs should meet all students upon arrival, and facilitate theirintroduction to the Host Rotarians and their first host family. Rotariancounsellors would be present at this reception with as many clubmembers as possible. The student should be hosted with thecounsellor for the first week to allow development of a firmrelationship and to allow completion of preliminary administrationincluding Medicare, Bank accounts and School enrolment andtransition to first host family. Although pre-arrival correspondence canhelp ease the transition, both the student and the host family will befull of questions and apprehensions. The Interactive First NightQuestions can help the host family and student work through some ofthe practicalities of the exchange/host family experience. Thesequestions will introduce the issue of house rules and other importanttopics that should be addressed early in an exchange. Because manyinbound students struggle with the language of the host country in thefirst weeks or months of an exchange, the questions should be providedin both the student's native language and the language of the hostcountry.


The District Committee will conduct a formal inbound orientationwithin four weeks of the student's arrival, usually as a district group.Inbound orientation should cover the following topics:

Rules and regulations for students established by the host club,district, and multidistrict

Consequences for breaking a program rule Policy on student travel and forms and permission needed

Monthly allowance

Host contact information for District Chair, District Governor, ClubPresident, and Rotarian Counsellor

Expectations

Student's role as a Rotary ambassador

Participation in Rotary club meetings and at local Rotary events

Communications with home

School attendance. A visa condition requires 80% attendance andprogress of at least a satisfactory standard.

participation in extracurricular activities Use of computers, Internet, e-mail including access and

moderation in usage.

Cultural Concerns Local customs and colloquial phrases

Information about gestures, personal space, and communicationsdifferences

Gender, personal hygiene, time, and respect for elders

Health and Safety

Information on local laws and customs that apply to young people

Information on reporting incidents of abuse and harassment

District 24-hour contact number and contact information for two non-Rotarian resource people, one male and one female

Contacts for local medical, dental,and mental health professionals

Local social service resources, where available, including suicideprevention hotlines, rape crisis hotlines, and child protection andlaw enforcement agencies

Selection considerations:


Conflicts of interest. If a problem should arise, the studentmust feel comfortable talking with the counsellor.

Gender. Assign counsellors of the same gender as students whenpossible. If a student has a counsellor of a different gender, assign aperson of the same gender (either Rotarian or non-Rotarian) as anadditional resource person.

Commitment. Assess the Rotarian's willingness and ability to devotemore time and energy to the exchange than is required of otherhost club members.

Communicating with Students before Arrival

Once inbound students have been assigned to counsellors and hostfamilies, send the following welcome and orientation materials:

General schedule of the exchange year, including district meetings,outings, travel opportunities, and other activities

Name and contact information for the first host family

Name and contact information for the Rotarian counsellor

General information about the community and country (localgeography, history, government) and the culture (colloquial phrases,meaning of certain gestures, customary greetings, holidaytraditions, social customs, religious beliefs and practices)

Practical information about climate, clothing, and school

District rules, insurance requirements, and emergency fund amounts

Expectations about speaking engagements at clubs

Effective HostsThe most effective host families are Caring and respectful with each other Curious about different activities and places outside the home

and interested in a variety of topics Flexible (able to adapt to having someone new in the home) Good humored and able to put a problem or situation into

perspective

Patient and willing to work through common misunderstandings


Placing Students with Host FamiliesOnce a host family has met all screening and training requirements,they can be matched with inbound students. In making a goodmatch for both students and families, consider: Similar interests (recreation, hobbies, sporting and cultural

activities) Similar ages of siblings, if possible (especially for the student's

first host family) Personalities and values of the individualsIt's best to place students with their host counsellor for the first weekand then immediately following this, with their first host family.

Rotarians responsible for inbound students should support and advisehost families and make sure they understand their responsibilities.Host families must receive training that includes information onprogram administration and rules as well as abuse and harassmentawareness and prevention.

Host families are essential to the program, and Rotarians in the hostclub should work to maintain a positive relationship with the families.Invite them to club events, and show appreciation in person andthrough written thank-you notes. Following an exchange, ask eachfamily to complete an evaluation form. Cultivating a relationship withhost families increases the possibility that they will want to hoststudents in the future.

Occasionally, a host family situation does not work out, and allinbound programs should have at least one pre-screened host familyavailable to accept a student in an emergency. Try to find anexperienced host family skilled in problem solving and working withyouth in a crisis situation.

Saying GoodbyeDuring the final weeks of an exchange, many students struggle with

conflicting emotions about leaving the new friends they've made andreturning home. Inbound programs should work with students to makethe transition as smooth as possible.

Involve host families. The host family may begin to feelneglected as the student becomes increasingly involved in year-endschool activities and social gatherings. Help them anticipate some ofthe emotions they may experience when it's time for the student toreturn home.


Plan end-of-year activities. Give inbound students a chance tosay goodbye to the people they've met throughout the year andschedule a date for a farewell presentation to the club;

Ascertain travel arrangements. Work with the student's parentsand District country co-ordinator regarding travel plans. The studentshould not leave earlier than 11 months after arrival and depart notlater than 5 days prior to the expiry of their visa. Help the student withpacking, shipping, and planning for departure. Conduct evaluations. Survey all program participants — students,host families, Rotarian counsellors, and others — to gather insight andinformation to assist in future exchanges.


Club Youth Exchange Resources

District 9700 Inc Youth Exchange Web Sitehttp://www.rotarnet.com.au/users/9/9700dist/yep.asp

Vol 1 Rotary Youth Programmes – D9700 Inc Policy & Procedures

Vol 2 Primer for Rotary Clubs undertaking Rotary Youth Exchange

Vol 3 Primer for Rotary Counsellors participating in Rotary YouthExchange

Vol 4 Primer for Host Families undertaking Rotary Youth Exchange

Vol 5 Survival Handbook for Outbound Youth Exchange Students

Vol 6 Survival Handbook for Inbound Youth Exchange Students


Background to Youth Exchange

Rotary International

Youth Exchange programs are implemented by districts, with Rotariansmaking all exchange arrangements. The RI Secretariat provides thefollowing support to Rotarians involved in Youth Exchange:

Forwarding inquiries from prospective exchange students todistrict chairs and club presidents

Providing an updated list of district Youth Exchange chairs andmultidistrict officers each quarter

Facilitating communications between Youth Exchange chairsaround the world

Developing promotional materials for Rotarians to use andworking to place stories on Youth Exchange in newspapers andother publications

Working with other exchange organizations and regulatory bodies Helping RI's Youth Exchange Committee plan the annual

meeting held in conjunction with the RI Convention

Youth Exchange Officers Preconvention Meeting

The Youth Exchange Officers Preconvention Meeting is heldimmediately before the RI Convention and is part of the officialconvention program. Meeting content is designed for Youth Exchangeofficers at the club, district, and multidistrict levels, though registration isopen to any convention attendee, including Youth Exchange students.

RI Youth Exchange Committee

At the international level, the RI president appoints a Youth ExchangeCommittee to advise the Board on all aspects of the program and todevelop content for the preconvention meeting. Rotarians may contactmembers of this committee for advice and feedback; see the OfficialDirectory for contact information.

Exposure to different cultures ranks as one of the most powerful waysto promote international understanding and peace. The Rotary YouthExchange program provides thousands of young students with theopportunity to meet people from other countries and to experiencenew cultures, planting the seeds for a lifetime of international


understanding.

The program offers numerous benefits to its young participants and theirRotarian hosts and mentors, as well as to the community at large.Through Youth Exchange, students learn firsthand about all aspects oflife in another country. As their concept of the world expands, theymature and develop a deeper understanding of themselves. Immersionin another country's educational system enhances their academic andpersonal growth. Host clubs and families and the entire community areenriched by extended, friendly contact with someone from a differentculture.

HistoryYouth Exchange began during the 1920s as an effort between ahandful of clubs in Europe. These European exchanges continueduntil World War II and resumed in 1946. The reciprocal long-termacademic exchange grew in popularity during the 1950s and becamethe primary type of Rotary Youth Exchange. In 1972, the RI Board ofDirectors agreed to recommend Youth Exchange to clubs worldwideas a worthwhile international activity. Today, more than 8,000 YouthExchange students travel abroad each year to live and study in about80 countries.

Types of Exchanges

Rotary Youth Exchange offers three types of exchange programs:

Long-term exchange. These exchanges usually last one year, duringwhich the student lives with more than one family in the host countryand is required to attend school there. Long-term exchanges may beextended to include part or all of the holiday/vacation periodsimmediately before and after the academic year.

Short-term exchange. These exchanges vary from several days toseveral weeks; they often take place when school is not in session andusually do not include an academic program. Short-term exchangesgenerally involve a home stay experience with a family in the hostcountry, but they can also be organized as international youth camps ortours that bring together students from many countries.

New Generations exchanges. These specialized short-termexchanges last three to six weeks and are open to young people ages18-25. This program may include a vocational element.Currently District 9700 are engaged only in the Long Term ExchangeProgramme.


Glossary

alumni Youth Exchange students who have successfully completed aRotary exchange.

background check Part of screening process for any RegisteredVolunteer or adult member of a host family who will have directunsupervised contact (contact without other adults present) with one ormore Youth Exchange students. In general, it includes checks of referencesand compliance with legal requirements.

certification program, RI Minimum requirements established by RI forexchange program operation best practices and youth protection. Onlydistricts recognized by RI as certified may participate in the YouthExchange program.

culture shock Difficulty in adjusting to a new culture. Can includefeelings of disorientation and alienation. This typically occurs at thebeginning of an exchange.

district Name given to a limited territory within which a number of clubs aregrouped for RI administrative purposes.

district chair Rotarian appointed by the district governor to head thedistrict committee for a given program or area.

district committee Rotarians appointed to manage district operation of agiven program or area.

district governor Rotarian elected to oversee operation of all activitieswithin a Rotary district.

District youth protection officer appointed by the District Governorwho is responsible for maintaining youth protection policies andprocedures for the District Youth programmes; serves as the first point ofcontact should any Rotarian receive an allegation of abuse or harassment.This person should have experience in youth protection, social work, lawenforcement, or a similar field.

early return Designation for a student who returns to her or her homecountry before the scheduled end of an exchange.

homestay A hosting arrangement in which a student lives in the homeof a host family.


host To receive a student from another country or district into your owncountry or district; to act as a host club or host district.

host family Family selected by the Rotary club to provideaccommodations for the student and act as the student's family during aperiod of the exchange.

inbound Designation for Youth Exchange students coming into yourcountry or district from another country or district.

long-term exchange A yearlong (11 to 12-month) exchange that includesacademic enrolment.

multidistrict Youth Exchange group An administrative bodyrepresenting a larger geographic area established to support exchangeactivities, such as student applications, travel arrangements, insurance,visa processing, and orientation.

orientation Training sessions, often scheduled over a weekend, foroutbound and inbound students to prepare them for their exchange.

outbound Designation for students departing your country or district to behosted by another country or district.

preconvention meeting A meeting on a specific subject (e.g.,YouthExchange) held in conjunction with (and immediately before) the annualconvention of Rotary International.

rebound Designation for a student who has recently returned homefrom an exchange.

reverse culture shock Adjustment difficulties and disorientationexperienced by the student upon return home.

Rotarian counsellor or Host Club Counsellor Member of host Rotaryclub appointed to serve as the student's main contact with the club. Acts asliaison between the student, Rotary club, district, host family, andcommunity at large. This individual must not be a member of the student'shost family.

ROTEX Groups of Youth Exchange alumni who meet for fellowship or tosupport Youth Exchange programs through promotion and involvement inorientation; not an official RI program.

short-term exchange An exchange lasting several days to several weeks.Most short- term exchanges do not include an academic program; some


feature a camp or tour.

Sponsor club/district Club or district in an outbound student's homecountry.

Youth Exchange officer A Rotarian appointed or elected to hold office ona district or club Youth Exchange committee. The district Youth Exchangechair is the Youth Exchange officer for the district.

Youth Exchange student Young person participating in a Youth Exchangeprogram.


NAMES OF STUDENTS

MAXIMUMSCORE

1. Reason for applying

2. Knowledge of Australia

3. Knowledge of world

4. Local Knowledge

5. Specific Knowledge

6. Self Expression

7. General appearance

8. Speech

9. Manners

10. Personal ity

11. Abil i ty to communicate

12. General Attitude / Self Discipline

TOTAL SCORE

Would you enjoy having this studentin your home

YES NO

Would this student fit into a familysituation while overseas

YES NO

Would student cope withFamily/School problems YES NO

Rotary Club of ................................................................................................................

Youth Exchange - Student Evaluation Form

VOL 2 V 2

STUDENT HOME INTERVIEW

This form must accompany the student's application when being forwarded to District Committee

Student Name Date / /

Gender/AgeM/F Years Months

Degree of Maturity

Maturity to age Less/Same/Greater

School typeCo-Ed/Govt/Non Govt

Attitude to Exchange

Religion

Church Attendance 'Reg/Occ/Rarely

Rotarian ParentMother/ Father

Type of Home Life

Father's Occupation

Work StatusFull/Part/Other

Student's Degree of Confidence

Mother's Occupation

Work StatusFull/Part/Other

Home LocationRural/Urban/City

Personality of student

Sibling Gender/Age

Suitable for inbound YES/NO Student exchange preferences

If Yes own bedroomYES/NO

Sport interests Family social attitude

Music Interests

Hobbies Family attitude to discipline, youth relationships, economiccapacity,

School form now

Academic level A B C D

Conduct level A B C D

Sport Level A B C D

Personality A B C D

Future career, aims and or plans Does family relationships and attitudes suggestsuitability for programme participation


District 9700 YEP Committee Contact Details

Chairman: George & Kay Thomas

Phone: +61(2) 6926 3270 (h) Mobile 0419 412 059 fax +61(2) 69360958

Email: [email protected]

Committee: Don and Jenny Jewell

Phone: +61(2) 6862 4191 (w), +61(2) 6862 1005 (h) +61 (2)6862 5730 (fax)

Mobile: Don 0417 689 879 Jenny 0428634650


District Group 1, Country Co-ordinator—France, Japan

Committee: Rhonda & Noel Pitt

Phone: +61(2) 53539929 mobile 0413141171


District Group 2, Country Co-ordinator—Finland France

Committee: John & Marion Kirk

Phone: +61(2) 6953 3712 (h) mobile 0402 239 791


District Group 3, Country Co-ordinator—Belgium, Denmark

Committee: Sue and Richard Gordon

Phone: +61(2) 6382 1113 (h) Fax: +61(2) 6382 1096


District Group 4, Country Co-ordinator—Brazil, Sweden, Switzerland

Committee: Phillip & Deidre Tome

Phone: +61(2)2 6926 3570 (h) mobile 0402 463 102


District Group 5, Treasurer and Insurance –

Committee: Jim & Anette Della Vedova

Phone: +61(2) 69427317 mobile 0410571095


District Group 6, Country Co-ordinator— Austria and Taiwan

Committee: Debbie & John Schache

Phone: +61(2) 6331 8120


District Group 7, Country Co-ordinator— Germany Gumtree Gazette

rotary international district 9700 inc handbook for rotary ......administration to display the youth...

Documents